urvent or Excel: volunteer scheduling compared
For many events Excel is the starting point, and for small teams often enough. Once volunteers reply by email, shifts change and several people work on the plan, the spreadsheet quickly becomes a risk. Here you see where Excel is enough and where it is not.
Last updated: . By urvent, from event practice since 2012.
The short version
Excel is enough when …
- one or two people plan and the group of volunteers is manageable.
- the plan hardly changes and everyone involved knows each other personally.
- it is a one-off list, not about applications, proof or payroll.
- you need full freedom in layout and do not want fixed workflows.
urvent pays off when …
- volunteers should apply or sign up themselves instead of replying by email and chat.
- several people work on the plan and changes must reach everyone immediately.
- proof, on-site check-in or timesheets are part of the event.
- you plan anew every year and want to reuse data.
The comparison in detail
| Criterion | Excel | urvent |
|---|---|---|
| Finding volunteers | Sign-up by email, chat or form, and you copy the data into the spreadsheet by hand. | Advertise open roles and shifts online, volunteers apply directly in the portal. |
| Reviewing applications | Details and proof are spread across emails, attachments and spreadsheet columns. | Details, availability and proof in one place, questions handled in the portal. |
| Double bookings | Only noticed if someone looks closely. | Automatic double-booking protection, included in every plan. |
| Changes | Send a new file, older versions stay in circulation. | Change the plan and the crew is informed. |
| Collaboration | One person edits, others wait or maintain copies. | Several people work in the same plan with roles and permissions. |
| Proof and certificates | A separate list, and you track expiry dates by hand. | Proof with validity periods, and you see in advance which ones expire soon. |
| On-site check-in | Print the list and tick people off. | Scan by app, barcode or NFC. |
| Shift swaps and travel | Arranged by phone and chat. | Swap exchange (from Professional) and carpooling (from Essential). |
| Payroll | Add up hours and reformat them for accounting. | Timesheets and exports as Excel, CSV, DATEV or SEPA list. |
| Data protection | Personal data is scattered across files, emails and chats. | Servers in Germany, GDPR compliant, data processing agreement available. |
| Freedom and onboarding | Layout and formulas are freely chosen, no onboarding if you know Excel. | Set workflows instead of a free spreadsheet. Volunteers manage without training. |
| Cost | Usually no licence cost, but a lot of time spent maintaining and coordinating. | 14 days free trial, then plans by feature scope. Clubs and non-profit organisations get special terms. |
Current prices and plans are on Plans & Pricing.
How to move from Excel to urvent
-
Open the trial
Start the free trial, with sample data if you like, and look through the workflow. Nothing to install.
-
Create roles and shifts
Carry over the structure of your spreadsheet: areas, roles and shifts. The plan shows right away where staff is still missing.
-
Let volunteers apply
Open the call. Volunteers apply in the portal, you review applications and assign shifts. For your own analysis you can still export the data to Excel.
More guides
Checklists and comparisons from real event practice.
Frequently asked questions about urvent and Excel
For a small event with a manageable group of volunteers and few changes, Excel is often enough. When volunteers should sign up themselves, several people plan, or proof and payroll are added, crew software saves time and prevents mistakes.
Yes. You can export management data and reports as Excel, CSV, DATEV or SEPA list, so Excel stays available for your own analysis.
You often already have Excel, but maintaining the spreadsheet costs working time. You can try urvent free for 14 days, after which plans depend on the feature scope. Clubs and non-profit organisations get special terms.
No. The portal runs in the browser on any device with internet access. There is an app for scanning at check-in.
Yes. The servers are in Germany, the platform is GDPR compliant and a data processing agreement is available.
Customers
More than 10,000 assignments at festivals and events of all kinds - an expression of the trust that has been placed in us over the years. The examples shown here stand for some of the events we have had the pleasure of accompanying.
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